Executive Coordinator

Job Category

Job Profile

Job Title

Department

Compensation Range

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

Note: Applications will be accepted until 11:59 PM on the Posting End Date.

Job End Date

This position is a maternity leave coverage.

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students, and is essential to fostering an outstanding work environment. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Description Summary

This position is responsible for the coordination and completion of a variety of projects related to the efficient administration, organization and operation of the Dean of Medicine. The incumbent works with the Dean on a daily basis dealing with complex issues of this office.

In addition, this position provides support to the Vice Dean in daily activities to help them be efficient and effective. This includes managing the Vice Dean's commitments, preparing presentations/briefing materials, event planning, special projects, and communications materials.

The incumbent supports the Manager, Office of the Dean, in the preparation of departmental related communications, handling of confidential information, analysis of information, and general support to help ensure the objectives and goals of the Dean's Executive Team and the department are met.

This position deals with highly confidential and sensitive material and matters, relating to faculty administration, government, and health authorities. A high level of integrity is required in maintaining confidentiality. This position manages information in an extremely demanding environment requiring the highest level of tact, discretion and sensitivity. The incumbent is expected to apply an extensive understanding of the objectives and mandate of the Office of the Dean, the operating procedures and functions of its departments, university policies and procedures, and related organizational protocols.

Organizational Status

The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities in the world. Since 1915, UBC's entrepreneurial spirit has embraced innovation and challenged the status quo. UBC encourages its students, staff and faculty to challenge convention, lead discovery and explore new ways of learning. At UBC, bold thinking is given a place to develop into ideas that can change the world.

Our Vision: To Transform Health for Everyone

Ranked among the world's top medical schools with the fifth-largest MD enrollment in North America, the UBC Faculty of Medicine is a leader in both the science and the practice of medicine. Across British Columbia, more than 12,000 faculty and staff are training the next generation of doctors and health care professionals, making remarkable discoveries, and helping to create the pathways to better health for our communities at home and around the world.

The Faculty—comprised of approximately 2,200 administrative support, technical/research and management and professional staff, as well approximately 650 full-time academic and over 10,000 clinical faculty members—is composed of 19 academic basic science and/or clinical departments, 3 schools, and 25 research centres and institutes. Together with its University and Health Authority partners, the Faculty delivers innovative programs and conducts research in the areas of health and life sciences. Faculty, staff and trainees are located at university campuses, clinical academic campuses in hospital settings and other regionally based centres across the province.

The UBC Vancouver Campus is located on the traditional, ancestral, and unceded territory of the xʷməθkʷəy̓əm (Musqueam) people. The City of Vancouver is located on Musqueam, Squamish, and Tsleil-Waututh First Nations territory.

Reports to the Manager, Office of the Dean. Receives direction from the Dean, Manager, Office of the Dean, Vice Dean or members of the Executive Team.

The Office of the Dean is the strategic, operational and administrative office for the Dean and the senior leadership team who oversee portfolios such as education, research, governance, human resources, and resources and operations.

Work Performed

• Manages various projects and parts of projects for the Faculty of Medicine, this includes: identification, implementation, review, and management of all aspects of the project cycle including coordinating activities of project teams, analyzing and evaluating outcomes and providing advice on improvements.
• Ensure the Dean is kept abreast on new developments that are related to various projects and meetings.
• Responsible for a variety of projects to ensure the efficient administration, organization and operation for the Dean.
• Manages scheduling and correspondence for the Vice Dean, and tracks project work.
• Plans and manages events as assigned by the Vice Dean and Manager, Office of the Dean; this includes special interest working groups, ad hoc events for the relevant HR Faculty team, and weekly and monthly recurring meetings.
• Applies knowledge of policies, procedures and best practices to propose agendas, track action items and ensure actions are completed.
• Responsible for the initiation, research, prioritization and determination of appropriate course of action, referral or response on matters identified by the Dean and Vice Dean in support of current issues.
• Writes/initiates drafts of confidential communications for the consideration of the Dean pertaining to the units and faculty; inter-Faculty and University matters; external relations and activities. These communications will deal with sensitive matters and must be prepared using extreme diplomacy.
• Deals with faculty members, staff and others in a professional manner. Consistent with the Faculty's professional standards documents, the Faculty is committed to the highest level of professionalism in all interactions.
• Other duties as required.

Consequence of Error/Judgement

This position requires judgment, tact, discretion and initiative to an outstanding degree. Errors in judgment with internal or external constituents could have negative impact on the Office of the Dean and the University resulting in poor public relations, financial costs, loss of credibility.

Work must often meet tight deadlines and requires the incumbent to perform well under extreme pressure. The incumbent will be expected to respond well to unexpected circumstances and exercise independent judgment. The incumbent must demonstrate exceptional public relations and interpersonal skills in dealing with government, high profile members and senior administration of the university community. Inappropriate or errant communications of sensitive issues could have a serious impact on operations and have legal implications.

Exercises judgment and initiative in handling matters of a non-routine nature requiring the interpretation of University and Faculty guidelines, procedures and policies. Expected to exercise judgment in establishing priorities and carrying tasks through to completion in a timely manner. Reviews working procedures and implements changes where deemed appropriate.

Supervision Received

Reports to the Manager, Office of the Dean.

Supervision Given

May supervise temporary staff or students.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of two years of related experience, or the equivalent combination of education and experience.

- Willingness to respect diverse perspectives, including perspectives in conflict with one's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Preferred Qualifications

• UBC experience preferred.
• Experience providing executive level support.
• Proven administrative experience in a large and complex organization.
• Experience working with individuals at senior levels.
• Experience in managing projects that involve a variety of stakeholders.
• Knowledge of University policies, procedures, governance and administrative systems preferred.
• Ability to effectively facilitate groups to achieve appropriate outcomes.
• Strong organizational, problem-solving, planning and analytical skills and possess an excellent attention to detail.
• Must be highly proficient in word processing, spreadsheet, presentation, project planning and scheduling applications.
• Proficient in the use of English grammar, spelling, punctuation and professional terminology.
• Proven ability to communicate professionally and tactfully, both orally and in writing.
• The incumbent must demonstrate a high degree of professionalism and possess excellent public relations and interpersonal skills in dealing with a diverse range of offices and organizations.
• Ability to compose correspondence and other written materials using clear and concise business English. Ability to work independently and cooperatively both within the UBC community and with external stakeholders.
• Ability to be flexible, open and aware of own biases when collaborating with partners with unique background and different perspectives
• Ability to effectively manage multiple tasks and priorities.
• Ability to maintain accuracy and attention to detail.
• Ability to exercise judgment, tact, discretion and diplomacy.
• Pro-active cognizant of conflicting priorities with the ability to advise and direct resolutions.